Job Summary
We are looking for a highly organized and proactive Operations Assistant (Advanced Excel Required) to support day-to-day business operations.
This role is ideal for candidates who possess excellent Microsoft Excel and Microsoft Office skills, strong communication abilities, and experience in office administration, operations coordination, documentation, inventory management, and reporting.
The successful candidate will coordinate between the office, workshop, project sites, suppliers, and clients, ensuring smooth daily operations through accurate documentation, professional communication, and efficient data management.
A Diploma or Bachelor's Degree in Mechanical Engineering is preferred. However, candidates from other disciplines with strong operations, administration, and advanced Microsoft Excel skills, along with exposure to engineering or industrial environments, are also encouraged to apply.
Key ResponsibilitiesOperations & Administration
- Support day-to-day business operations.
- Coordinate with workshop, stores, procurement, project teams, and site personnel.
- Prepare estimates, quotations, invoices, and supporting documentation.
- Prepare gate passes, delivery notes, and material movement documents.
- Maintain inventory records and stock movement registers.
- Maintain filing systems and document control for project documentation.
- Track pending activities and ensure timely follow-up until closure.
- Assist management with operational planning and reporting.
Reporting & Documentation
- Maintain project progress trackers using Microsoft Excel.
- Generate inventory, material movement, production, and operational reports.
- Ensure accuracy and completeness of all operational records.
- Prepare professional reports and presentations for management and clients.
Communication & Coordination
- Draft professional emails and business correspondence independently.
- Coordinate with suppliers, subcontractors, clients, and internal departments regarding deliveries, documentation, and project requirements.
- Maintain effective communication between office, workshop, warehouse, and project sites.
- Attend meetings and prepare meeting minutes whenever required.
Site Coordination
- Visit project sites whenever required for coordination, verification, documentation, and material follow-up.
- Support site teams with operational documentation.
- Coordinate material movements between warehouse and project sites.
Site visits are occasional and generally constitute a small portion of the overall role.
HSE, QC & Compliance Support
- Support the HSE department
- Assist in compiling data.
Mandatory Skills Advanced Microsoft Excel (Core Requirement)
Microsoft Excel will be one of the primary working tools for this role. Candidates must have strong practical experience in preparing and managing operational reports, inventory trackers, estimates, invoices, project trackers, material registers, and other business documents independently with minimal supervision.
Candidates should be proficient in:
- Pivot Tables
- XLOOKUP / VLOOKUP
- IF, SUMIF, SUMIFS, COUNTIF, COUNTIFS
- Conditional Formatting
- Data Validation
- Dashboards
- Trackers
- VBA
Knowledge of Power Query, Macros/VBA, or Smartsheet will be an added advantage.
A practical Microsoft Excel assessment will be conducted during the interview. Only candidates with strong practical Excel skills will be shortlisted.
Candidates should be proficient in Microsoft Office
- Microsoft Word
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Teams
Ability to quickly learn and adapt to new business software is essential.
Communication
- Excellent written and spoken English.
- Ability to draft professional business emails independently.
- Strong documentation and report-writing skills.
- Good interpersonal and coordination skills.
Preferred Qualifications
- Bachelor's Degree in Mechanical Engineering or a related discipline.
- 2–5 years of experience in operations, administration, project coordination, engineering support, or office management.
- Experience in industrial, manufacturing, EPC, oil & gas, construction, or engineering companies will be preferred.
- Basic understanding of mechanical drawings, engineering materials, inventory management, project documentation, and estimation will be an added advantage.
Personal Attributes
The ideal candidate should:
- Be highly organized and detail-oriented.
- Possess excellent analytical and problem-solving skills.
- Be capable of managing multiple tasks simultaneously.
- Have high sense of responsibility.
- Be proactive and capable of working independently with minimal supervision.
- Have excellent business communication skills.
- Be comfortable interacting with suppliers, clients, workshop personnel, and project teams.
- Be willing to occasionally visit project sites whenever operational support is required.
- Demonstrate a positive attitude and a willingness to learn and continuously improve.
Pay: ₹65,000.00 - ₹90,000.00 per month
Benefits:
- Cell phone reimbursement
- Commuter assistance
- Health insurance
- Paid sick time
- Paid time off
Work Location: In person
